# How do you set up a purchase order approval workflow for Xero? In WorkApproved, switch on approval for purchase orders and build a workflow of one or more steps. When a purchase order is submitted for approval in Xero, your rules choose the approvers by amount, supplier, account code or tracking category. On final approval it is authorised in Xero with a certificate attached. Last updated 22 October 2026. ## Set it up in four steps 1. **Connect Xero** with Xero's sign-in, then choose which document types are controlled. Purchase orders have their own workflow, separate from bills and sales invoices. 2. **Add steps in order.** Each step has one or more approvers, and you choose whether any one of them or all of them must approve. 3. **Add branches.** Route by supplier, Xero contact group, amount, account code, tracking category, line details or risk level. Set amount thresholds, and name a catch-all person so nothing is stranded. 4. **Check it before you switch it on.** The rules are shown back in plain words, versions are kept, and you can run a trial before they go live. ## What happens to a purchase order A purchase order enters its workflow when it is submitted for approval in Xero. The approvers get a personal link by email. They do not need a Xero login. They can approve, reject with a reason, or ask a question. A rejected purchase order goes back to draft with the reason written on it. On final approval WorkApproved sets the purchase order to authorised in Xero and attaches a certificate PDF. The certificate shows the document and its lines, the approval path including skipped steps, who approved and when. Its link opens a public page that says whether it matches our records. The PDF is not digitally signed; the page checks the recorded evidence. ## Keeping it moving - Reminders go out, and an approval that stalls can escalate to a fallback person. - Dated stand-ins cover holidays. - Self-approval can be blocked. - If someone authorises a purchase order in Xero by hand, or it changes after approval, your organisation's administrators are alerted for the document types you have switched on. ## What to know - The 19 risk checks run on bills; purchase orders get the workflow, the certificate and the alerts. - WorkApproved is about approval, not purchase-order matching or budgets. - Notifications arrive by email, and approvers decide from the link. ## Cost Standard is NZ$39 + GST per Xero organisation per month. Unlimited users, no cap on documents or approvals. See the [pricing page](https://workapproved.app/pricing.md) for your market. Prices exclude tax. ## Start your free trial 7 days free. A card is needed to start. From NZ$39 + GST per Xero organisation per month, unlimited users. [Start free trial](https://go.workapproved.app/register). --- Start a free trial: https://go.workapproved.app/register (7-day free trial, card needed) · Sign in: https://go.workapproved.app/login Contact: hello@workapproved.app (support) · security@workapproved.app (security reports) Legal: [Terms](https://workapproved.app/terms.md) · [Privacy](https://workapproved.app/privacy.md) · [Partner terms](https://workapproved.app/partner-terms.md) · [Subprocessors](https://workapproved.app/subprocessors.md) WorkApproved is a product of [Stone Pritchard Limited](https://stonepritchard.com), [NZBN 9429053953216](https://www.nzbn.govt.nz/mynzbn/nzbndetails/9429053953216/), New Zealand. © 2026 Stone Pritchard Limited. Xero is a trademark of Xero Limited. WorkApproved is an independent product and is not endorsed by, or affiliated with, Xero.